How To: Add Learners in Bulk

 

Step 1

Go to your Users TabUsersTab.jpg

Step 2

Select "Add User" > "Upload Users"UploadButton.jpg

Step 3

Download the spreadsheet template to your deviceDownloadTemplate.jpg

Step 4

Fill in and Save the template with user information:excelupload.jpg

  • Name (First/Last)
  • Email Address (if the user does not have an email available, enter a User ID and set a Password)
  • User ID (Used if a user does not have an email address. Please note this is a unique field and it is used as a Login Identifier)
  • Alternate ID (optional): (Used for reporting and reconciliation with your organization's other HR systems, such as an Employee Number)
  • Group Assignment (This will determine Learner's course assignment and due date. Must correspond to existing Groups in your account.) More Information on Groups
  • Location (optional) More Information on Locations
  • Password must be at least 8 characters and contain letters & numbers. (Optional, unless the user does not have an email address. If you leave this blank, the system will generate a random password.)

Step 5

From the Upload Users page (where you downloaded the template), select the filled-out template from your device and set the "Duplicate Processing:" option to the desired function.  Please see below for details on each option:choosefiledupeprocess.jpg

  • Error (recommended): This will cause the upload to fail if errors are detected, giving you the opportunity to review, resolve, and reupload.
  • Skip: If errors are detected in the upload, the system will skip those users and upload users that it can.
  • Archive: Used for re-training purposes. Selecting this option will Archive existing Learners' current training, and reassign based on the data in the new upload file.   More Information

Step 6

Click "Check":  checkbutton.jpgDepending on your selection above, and If there are no errors with the template, the "Upload" button will become available. Click Upload to add users into your account. upload.jpg

Common Bulk Upload Errors

If you are receiving an error on uploading, you can scroll down the page to receive an "error log". This will provide information on what is causing the upload to error. Please update the spreadsheet and attempt to upload again.

User Already Exists in the Company

Cause

The User is already in the account with the given email address or UserID

Solution

Depending on what updates are needed, you can choose to either:

  1. Set the Duplicate Processing to either "Skip" or "Archive" - see notes above for descriptions of each action.
  2. Change the Email Address or User ID to create a new account for the user
Inadequate Licenses

Cause

There are more users/course assignments on the Upload than Available Licenses

Solution

You can purchase additional licenses via the Licenses Tab on your Account.

Double check your Groups to make sure the correct course/s are included. Please be sure to include ONLY the Employee or Manager versions to the Group.

Invalid Password

Cause

The Password is missing or doesn't meet the required criteria

Solution

Passwords are required only if using the User ID field.

Passwords must be at least 8 characters and contain both letters & numbers

Max User Count Exceeded

Cause

The number of Users on the Upload exceeds the number of Available Licenses

Solution

Reduce the number on the upload to match the Available Licenses

Purchase additional licenses

Library Customers, please contact your Account Manager to purchase additional seats

User Exists in another Company

Cause

The Email address or UserID is already in use in another account.

Solution

User a different Email or UserID

Invalid Group Name

Cause

Group Names on the Upload must match Groups available in the account.

Solution

Update the template to match the Groups in the account or update Groups to match the upload. You can find Groups via the Company Settings tab > Groups button.

More Information

Invalid Template

Cause

The formatting of the template was altered, which will "break" the upload process.

Solution

Re-download a new Template and fill out again. Do not update or change any fomatting of the template including adding/removing rows and columns.

Additional Information

    • If you are unable to resolve the errors or continue to have trouble with your upload, you can send us the template you are working on and we will review it. Submit a Request